Guides, tips, and troubleshooting for everything in Pluto.

Creating a Pluto Suite account takes under two minutes, you'll enter your name, email, and business info, then land on a guided dashboard checklist.

1. Go to plutosuite.com and click Sign Up, or download the app on iOS or Android and tap Get Started.
2. Enter your name, email address, and a password (at least 8 characters).
3. Enter your business name and choose your default currency (CAD for most Canadian users).
4. You land on the dashboard. An onboarding checklist walks you through connecting your bank, uploading your first receipt, and logging your first trip, complete these in any order.

• Your free trial gives you 7 days of full Pro access. No credit card required.
• You can add more businesses later under Settings → Switch Business → New Business.
• Change your business name, logo, and invoice defaults any time at Settings → Business Settings.

Log in with your email and password at plutosuite.com or in the mobile app; if two-factor authentication is enabled, you'll also enter a 6-digit SMS code.

1. Go to plutosuite.com (or open the app) and enter your email address and password.
2. If 2FA is enabled on your account, a 6-digit code is sent to your phone number via SMS. Enter it to complete sign-in.
3. Check the Remember this device option to stay signed in on that browser or device for 30 days without being prompted again.

• Enable 2FA at Settings → Security → Two-Factor Authentication. You'll enter your phone number and confirm with a code.
• SMS codes expire in about 10 minutes. If yours expired, click Send a new code and enter the fresh one immediately.
• If an SMS code isn't arriving, wait 60 seconds, then check that your phone number is entered correctly in Settings → Security.
• To sign out of all devices at once (e.g. if your phone was lost), go to Settings → Security → Sign Out All Sessions.
• You can also enable biometric unlock (Face ID / Touch ID) from the mobile app under Settings → Security → Biometric Lock.

Pluto Suite has five roles, Employee, Manager, Accountant, Admin, and Owner, each granting a different level of access to financial data, team controls, and billing.

• Change a member's role at any time: go to Team, click the person, and update their role. The change takes effect immediately.
• To invite a member, go to Team → Invite Member, enter their email, and choose a role.
• Removed team members lose access immediately but their past data (receipts, trips, invoices) stays in the system.

The Review Queue is your daily inbox, it collects every unreviewed receipt, bank transaction, and trip in a single dated list so you can confirm or correct them before they count in your reports.

Items arrive automatically: receipts when you upload or forward them, transactions when your bank syncs, and trips when you complete a drive on mobile. Nothing enters your financial totals until you review it.

1. Go to Review in the left nav. The number badge shows how many items are waiting.
2. Click any row to open it in the edit panel on the right.
3. Confirm or correct the category, amount, date, tax, and notes fields.
4. Click Mark Reviewed (or press R) to save and move it out of the queue. The next item loads automatically.

• Press ← → arrow keys to move between items without touching the mouse.
• Tick multiple checkboxes to select a batch, then use the bulk toolbar to set their category or mark them all reviewed at once.
• Click Flag on an item to park it for later (e.g. you need to check a receipt) without marking it reviewed. Flagged items stay in the queue with a yellow indicator.
• Sort and filter by type (receipts only, transactions only, trips only) using the filter bar at the top of the queue.
• Employees see only their own items. Managers see all items across the team.

Receipts are records of your business purchases, Pluto reads the key fields automatically with OCR so you only need to confirm (or correct) the details, not type them in manually.

1. Go to Receipts and click Upload, or drag and drop one or more files directly onto the page. On mobile, tap the camera icon to photograph a receipt on the spot.
2. Pluto runs OCR automatically within a few seconds and fills in the merchant name, amount, date, and tax fields.
3. Click the receipt to open it. Review the extracted fields and correct anything that looks wrong, focus on the category, amount, and tax rate.
4. Optionally check Create Category Rule to automatically categorise future receipts from this merchant the same way.
5. Click Mark Reviewed to save the receipt and include it in your financial totals.

• Supported file formats: JPG, PNG, HEIC, and PDF. Multi-page PDFs are supported.
• Click Scan to use your device's camera or webcam to capture a receipt without uploading a file first.
• Forward receipt emails from merchants to your unique forwarding address, find it at Settings → Receipt Email Forwarding. Set up an auto-forward rule in Gmail or Outlook and receipts flow in automatically.
• If OCR missed or misread a field, open the receipt and click Re-run OCR to try again. If the image is dark or blurry, retake the photo before re-running.
• Turn a receipt into a bill: open a receipt and click Create bill from receipt. It drafts a vendor bill pre-filled from the scanned fields so you can track Accounts Payable.
• Bulk delete: tick several receipts and click Delete in the toolbar. You'll be asked to confirm before anything is removed.

Every Pluto Suite business gets a private forwarding address, forward or CC any receipt email to it and it appears as a draft receipt in Pluto within about a minute, with OCR run automatically.

The address format is yourbusiness-123456@receipts.plutosuite.com. The number makes it unique and private.

1. Go to Settings → Receipt Email Forwarding and copy your forwarding address.
2. Save the address as a contact in your email app so it's easy to find (e.g. name it "Pluto Receipts").
3. Forward any receipt email to that address. You can also CC it when purchasing online so the receipt goes to Pluto at the same time you receive it.
4. The receipt appears in Receipts as a draft within about a minute. Open it, verify the OCR fields, and click Mark Reviewed.

• Email attachments (JPG, PNG, PDF) are read as receipt images. Emails with no attachment are saved as a plain-text note receipt instead.
• Set up auto-forward rules in Gmail or Outlook: filter emails from common merchants (Amazon, Staples, your fuel card, etc.) and auto-forward them so you never have to manually forward a receipt again.
• Forwarded receipts land in the business owner's queue for review, regardless of who forwarded them.
• Click Regenerate in Settings to get a new forwarding address if you think the old one was shared accidentally. The old address stops accepting email immediately.

Pluto syncs your bank and credit card transactions automatically via Plaid (Canada and US), new transactions arrive within minutes, already categorised by Pluto's rules engine, and land in your Review Queue to confirm.

1. Go to Settings → Bank Connections and click Connect Bank.
2. Search for your financial institution, then sign in through the secure Plaid interface. Your banking credentials go directly to them, Pluto never sees your login.
3. Pluto syncs your recent transactions immediately and continues syncing new ones in the background.
4. New transactions appear in the Transactions list and the Review Queue as unreviewed. Click one to open it, confirm or change its category, add notes, and click Mark Reviewed.

• If syncing stops (banks occasionally expire the connection), go to Settings → Bank Connections and click Reconnect. Transactions from the gap are backfilled automatically.
• Prefer CSV? Export a statement from your bank and import it at Settings → Bank Connections → Import CSV (Manager+ only). Map the column headers and Pluto imports all rows.
• Check Create Category Rule when reviewing a transaction to auto-categorise future transactions from the same merchant.
• Split a transaction across multiple categories: open it and click + Split. Add a line for each category and amount, the lines must add up to the total.
• Bulk categorise: tick several transactions, pick a category in the toolbar, and click Apply. Rows in a locked period or already reconciled are skipped automatically.
• Bank-synced transactions can't be deleted manually, they re-pull from your bank each sync. If a transaction is wrong at the source, contact your bank.

The Pluto Suite mobile app tracks every trip automatically in the background using GPS, it detects when you start driving and stops when you park, so there's no button to tap and no logbook to fill in.

1. On iOS or Android, open the app and go to Settings → Location Permission. Set it to Always (not "While Using the App"). This is required for background tracking, the app cannot detect trips if it can only use location while open.
2. Drive. The app detects movement above 15 km/h and begins recording automatically.
3. After you park for 90 seconds, the trip ends and a push notification appears. Tap it to review the trip, or review it later under Trips.
4. Open the trip, set it as Business or Personal, add a purpose tag if needed, and tap Mark Reviewed.
5. On the web app, click + Add Trip to log a trip manually (useful for trips the app missed or for past trips you need to record).

• Trips shorter than 300 m are discarded automatically as false positives (e.g. pulling out of a parking spot).
• Set your CRA mileage rate at Settings → Business Settings → Mileage Rate. The 2026 CRA rates are 73¢/km for the first 5,000 km and 67¢/km after.
• Add a purpose tag (e.g. "Client Visit", "Supply Run", "Job Site") to trips under Settings → Labels → Trip Tags. Tags let you filter trips by purpose in the Mileage Log report.
• Only Business trips appear in the Mileage Log report and count toward your CRA deduction. Personal trips are recorded privately and excluded from reports.
• Employees see only their own trips. Managers see all team members' Business trips. Accountants and Owners see all Business trips, but never other users' Personal trips.

Pluto Suite lets any team member create and send professional invoices by email, customers get a PDF and a link to pay online by card (if Stripe is connected).

1. Go to Invoices and click + New Invoice.
2. Select a customer from the dropdown, or type a new name to create one on the spot.
3. Add line items: enter a description, quantity, and unit price. Add as many lines as needed.
4. Set the tax rate (select a saved rate like HST 13% or GST 5%), due date, and any notes for the customer.
5. Click Save Draft to save without sending yet, or click Send to email the invoice immediately.
6. The customer receives an email with the invoice PDF attached and a link to view and pay online.

• Any team member (Employee or above) can create and send invoices. Only Manager or above can mark them paid or void them.
• To accept card payments, connect Stripe first: go to Settings → Accept Payments → Connect Stripe. Once connected, open any invoice and click Add Payment Link to generate a card-pay link.
• Send a payment reminder: click the bell icon on any overdue invoice row, or click Remind N overdue in the page header to send reminders to all overdue customers at once. Overdue reminder emails use a distinct red header so customers recognise them as a follow-up.
• Mark an invoice paid for offline payments (bank transfer, cheque, cash): open the invoice and click Mark Paid. Select the payment date and method. Requires Manager or above.
• Void an invoice (cancel without recording income) or Write off (bad debt, removes it from your receivables without deleting the record) using the status menu on an open invoice. Both require Manager or above.
• The invoice auto-saves as you type. You won't lose your work if you close the tab.
• Customers can download the PDF and view invoice history themselves from the pay page link, no account needed.

An estimate is a quote you send a customer before work begins, once they accept, you convert it to a live invoice in one click without re-entering anything.

1. Go to Invoices and click + New Invoice.
2. Change the Type selector at the top from Invoice to Estimate before saving.
3. Fill in the customer, line items, quantities, prices, tax, and any notes for the customer, exactly like building an invoice.
4. Click Send to email the estimate to the customer. They can view it online and click Accept or Decline.
5. When the customer accepts, the estimate status changes to Accepted. Open it and click Convert to Invoice. A draft invoice is created with all the same details, review it, then Send.

• Estimates use their own number sequence (EST-000001, EST-000002…) separate from invoices.
• Estimate statuses: Draft (not sent), Sent (emailed, awaiting response), Accepted, or Declined.
• You can convert an estimate to an invoice even if the customer hasn't formally accepted online, useful for verbal approvals.
• The converted invoice starts as a draft so you can make final adjustments (e.g. update a price or add a line item) before sending.
• Any team member (Employee or above) can create, send, and convert estimates.

The Customers section is your client directory, each customer record shows their full invoice history, outstanding balance, and a running statement of account.

1. Go to Customers and click + New Customer.
2. Enter the customer's name (required), plus email address, phone, and billing address. Email is required to send invoices to them directly.
3. When creating an invoice, select this customer from the dropdown to auto-fill their name and billing details.

• You can also create a customer directly from an invoice: type a new name in the customer field and Pluto creates the customer record automatically when you save.
• Click any customer to see their full invoice history, total billed, total paid, and outstanding balance.
• Send a statement of account: open a customer and click Email Statement to send them a summary of all invoices and payments, or click Statement to download it as a CSV for your own records.
• Fix duplicates: open a customer and click Merge. Select the customer to keep, all invoices from the duplicate move to the kept record, and the duplicate is removed. Requires Manager or above.
• Deleting a customer does not delete their invoices. Invoices remain in your records, just without a linked customer. Requires Manager or above.

The Ledger is the double-entry accounting backbone of Pluto Suite, every reviewed receipt, transaction, and invoice automatically creates matching debit and credit entries, keeping your books balanced without any manual journal work.

Most users never need to look at the Ledger directly; it exists for accountants who want to verify the underlying entries or export them for external review.

• Switch between three views using the tabs at the top: Journal (every individual debit and credit entry), Trial Balance (totals by account confirming debits equal credits), and Balance Sheet (assets, liabilities, and equity at a point in time).
• Ledger entries are read-only. To change a value, edit the source document: the receipt, bank transaction, invoice, or bill that created the entry.
• Export the full General Ledger as CSV at Reports → General Ledger Export. This export is useful for handing to an accountant or importing into another system.
• Chart of accounts: Assets (what you own, cash, receivables), Liabilities (what you owe, payables, loans), Income (money earned from clients), Expenses (money spent on the business), Equity (owner's investment and retained earnings). Pluto creates and maintains these automatically.

Vendors are the suppliers and contractors you pay, setting them up lets you track how much you owe each one, see overdue bills at a glance, and download a statement of your payables.

1. Go to Vendors and click New Vendor.
2. Enter the vendor's name (required), plus optional email, phone, website, net payment terms (e.g. 30 for net-30), and business number.
3. Click Save. The vendor appears in your list.
4. To record a bill against a vendor, click Bill on their row in the list, or go to Bills and select the vendor there.

• Net terms auto-fill a bill's due date when you record a bill. If net terms is 30, a bill dated today will show a due date 30 days from now.
• Download a statement: click Statement on a vendor row to download a CSV of all bills and payments for that supplier, useful for reconciling against their invoices to you.
• Merge duplicates: if the same vendor was created twice, click Merge on either row and pick which one to keep. All bills from the duplicate move to the kept record and the duplicate is removed. Requires Manager or above.
• Deleting a vendor does not delete their bills. Bills remain in your records, just without a linked vendor.

A bill records money you owe to a vendor, the mirror of an invoice you send a customer. Recording a bill posts it to your ledger (debit the expense, credit Accounts Payable); paying it settles the payable and records the cash going out.

1. Go to Bills and click New Bill.
2. Select a vendor from the dropdown, or type a one-off name for a vendor you won't use again.
3. Set the bill date, due date, and reference number (the vendor's invoice number, if you have one).
4. Add line items with descriptions, amounts, and a tax rate if applicable.
5. Click Save Draft to save without posting, or Record Bill to post it to the ledger and add it to your Accounts Payable.
6. When you pay the bill (by bank transfer, cheque, card, etc.), click Pay on the open bill. Enter the amount and payment date. Partial payments are supported, the bill stays open for the remaining balance.

• Outstanding A/P total and overdue count appear at the top of the Bills page.
• Create a bill directly from a receipt: open any scanned receipt and click Create bill from receipt. The bill is drafted pre-filled with the receipt's fields, just confirm the vendor and save.
• Recurring bills (rent, software subscriptions, monthly services): click Recurring to set a bill up on a schedule. Set the frequency (weekly, monthly, quarterly) and Pluto records the bill automatically each period.
• Bills respect your period lock. You can't edit a bill dated before the lock date. Only the business owner can unlock a period.

A budget lets you set a planned spending or income target for each account in a fiscal year, the Actual column pulls live from your ledger so you always see where you stand without extra work.

1. Go to Budgets and click New Budget.
2. Choose the fiscal year this budget covers.
3. Enter a planned amount next to each income and expense account you want to track. Leave accounts blank to exclude them.
4. Click Save. The Actual and Variance columns populate instantly from your ledger.

• A negative variance (shown in red) means you've spent more than budgeted on an expense account, or earned less than expected on an income account.
• A positive variance on an expense account means you've spent less than planned, a good thing.
• Create one budget per fiscal year. To compare year-over-year, create a separate budget for each year.
• The Actual column updates in real time as you review new receipts and transactions, no manual refresh needed.

Fixed Assets tracks your capital purchases (equipment, vehicles, computers, tools) and automatically calculates straight-line depreciation so your books reflect the declining value over time.

1. Go to Fixed Assets and click New Asset.
2. Enter the asset name, purchase date, and original cost (what you paid for it).
3. Enter the salvage value (what you expect it to be worth at end of life, often $0) and the useful life in years (e.g. 5 years for a computer, 10 for a vehicle).
4. Click Save. Pluto calculates and displays the annual and monthly depreciation, accumulated depreciation to date, and current net book value.
5. Open any asset to see its full month-by-month depreciation schedule from purchase date to end of life.
6. When you sell or retire an asset, open it and click Mark Disposed. Enter the disposal date and sale price (if sold).

• Net book value = original cost minus accumulated depreciation to date. This is the amount on your balance sheet.
• Depreciation is calculated on the fly, there's nothing to recalculate when you add a new asset or change a value.
• Straight-line depreciation spreads the cost evenly over the useful life. For CRA-specific Capital Cost Allowance (CCA) treatment, consult your accountant, CCA uses declining-balance rates that vary by asset class.

Bank reconciliation confirms that the transactions in Pluto match exactly what your bank statement shows, it catches missing entries, duplicates, and timing differences before they become tax problems.

1. Download or open your bank statement for the period you want to reconcile.
2. Go to Finance → Bank Reconciliation and click New Reconciliation.
3. Enter the statement date, the opening balance (the balance at the start of the period), and the ending balance (the closing balance on your statement).
4. Work through the list and check off each transaction that appears on your bank statement. The Difference tile updates with each tick.
5. When the Difference reaches $0.00, your books match the statement. Click Finish Reconciliation to lock those transactions.

• Only bank-feed synced and CSV-imported transactions appear in reconciliation. Manual transactions added directly don't appear here.
• If the difference won't reach zero, look for: a transaction in Pluto that isn't on your statement (duplicate or timing issue), or a transaction on your statement that isn't in Pluto (missing entry).
• Discarding an in-progress reconciliation un-checks all its items so you can start fresh, nothing is deleted.
• Completed reconciliations are shown in the history list. Open one to review which transactions were matched.

Pluto Suite generates your complete financial picture on demand, every report is based only on reviewed items and can be filtered by date range and downloaded as CSV.

• Only reviewed items are included in report totals. If numbers look low, check your Review Queue.
• Use the date range selector at the top of the Reports page to filter by any custom period, or use the presets (this month, last month, YTD, last year).
• Schedule any report for automatic email delivery: go to Reports → Scheduled Delivery, pick the report, frequency, and recipients. Requires Manager or above.
• The Mileage Log report is a CRA-compliant logbook, print or export it and keep it with your tax records.

Year-end in Pluto Suite has two steps: lock the prior period so nothing can be accidentally changed, then download a complete tax package for your accountant or your own CRA filing.

1. Make sure your Review Queue is empty, all receipts, transactions, and trips for the year must be reviewed before they appear in reports and exports.
2. Go to Reports → Year-End (or Settings → Period Lock).
3. Under Period Lock, click Lock all prior years to lock everything before January 1 of the current year. Or set a specific lock date if you want to close a specific period.
4. Under Year-End Tax Package, select the fiscal year and click Download package.
5. Pluto generates a ZIP file containing: trial balance, general ledger CSV, full expense detail, mileage log, income summary, all invoices and bills as PDF, and receipt images. Send this to your accountant or keep it for your own records.

• Period lock blocks all edits to receipts, transactions, invoices, bills, and trips dated on or before the lock date. This prevents anyone from accidentally altering historical records.
• Only the business Owner can unlock a locked period. Go to Settings → Period Lock and click Unlock.
• The CRA deadline for self-employed T1 returns is June 15 of the following year, but any tax owing is still due April 30, paying late triggers interest.
• If your accountant needs read-only access to run their own reports, invite them with the Accountant role.

The Tax Liability report tells you exactly how much GST/HST (or other sales tax) you owe to each tax authority for any period, it subtracts your recoverable input tax credits from the tax you collected on invoices.

Use this report when preparing your GST/HST return. The net amount is what you remit to the CRA (or claim as a refund if your ITCs exceed tax collected).

• Pick a time range using the selector at the top: last 90 days, last 12 months, year-to-date, or a custom range matching your GST/HST filing period.
• Tax is grouped by your saved tax rate (e.g. HST 13%, GST 5%, QST 9.975%). Each row shows: tax collected on invoices, tax paid on purchases (ITCs), and the net amount.
• Tax on documents that don't have a saved rate assigned shows under Unattributed. To fix this, open those documents and assign the correct saved tax rate.
• To set up saved tax rates, go to Settings → Tax Rates. Mark rates as "Recoverable" to have them counted as input tax credits.

Add team members by email invitation or a shareable join code, each person gets a role that controls exactly what they can see and do in your business.

1. Go to Team and click Invite Member.
2. Enter the person's email address and select their role (Employee, Manager, Accountant, Admin, or Owner). See the Roles and Permissions article for a full breakdown of what each role can do.
3. Click Send Invite. The person receives an email with a link to create their account and join your business. The link is valid for 7 days.
4. Once they accept, they appear in the Team list with their assigned role. You can change their role or remove them at any time.

• Prefer a join code? On mobile, go to Settings → Team to find your business's join code. Share it with the person, they enter it in the app to join directly. Join codes are only visible to Managers and above.
• To change a team member's role, click on their name in the Team list and select a new role from the dropdown. The change takes effect immediately.
• Removing a member revokes their access immediately. Their past data (receipts, trips, invoices they created or were assigned to) stays in the system and isn't deleted.
• If an invitation expired before the person accepted, remove the pending invite and send a new one.

The Labour section is a full shift-scheduling and time-tracking system, managers build and publish the weekly schedule, employees clock in and out on mobile, and approved hours feed directly into Payroll.

1. Go to Labour. The calendar shows the current week. Click any time slot to create a new shift.
2. Select the employee, set the start and end time, and add a role or notes if needed. Save as draft.
3. Build your full week, then click Publish to make all draft shifts visible to employees. Employees receive a notification.
4. Employees clock in and out directly from the mobile app when their shift starts and ends.
5. After shifts complete, go to Labour → Approvals to review and approve hours. Approved shifts are available in Payroll.

• New shifts are drafts and invisible to employees until published. This lets you build the whole week before anyone sees it.
• Create an open shift by leaving the employee field blank. Any eligible employee can claim it from the mobile app on a first-come basis.
• Employees can submit time-off requests and shift swap requests from the app. Swaps require acceptance from both employees, then manager approval. Swaps are blocked once a shift has already started.
• Export hours as CSV for third-party payroll providers (Gusto, ADP, Wagepoint): go to Labour → Export (Manager+), select the period, and download.
• For built-in Canadian payroll processing (CPP, EI, income tax calculations, T4/T4A slips, and CRA-format e-file XML), use the Payroll section instead of exporting.

Payroll lives under Manage → Payroll (Manager and up). It reads completed/approved shifts and the employee's pay rate, calculates CPP, EI and income tax, records a paystub for each employee, and posts the run to your ledger.

1. Run Payroll → pick the pay period and frequency, then Preview to see each employee's gross, deductions and net before anything is saved.
2. Add pay lines if needed: bonus, vacation payout, reimbursement (untaxed), or post-tax deductions like RRSP, union dues or a garnishment. The preview recalculates as you add them.
3. Create the run (saved as a draft), Approve it (posts the payroll accrual to the ledger), then Pay it (records the net pay out).
4. Open any run to download the Direct Deposit CSV, a net-pay file you import into your own bank.

• Employees tab: set each person's province of employment, SIN (stored encrypted), TD1 claim amounts, vacation rate, and bank details for direct deposit. Province drives the correct provincial withholding.
• Reports tab: Payroll Summary, paycheck register, and per-employee YTD over any date range, with CSV export.
• Year-End tab: generates CRA-format T4/T4A e-file XML (ready to submit directly through CRA's Web Forms or T4 Web service), plus the PD7A remittance figure (what you owe the CRA, due the 15th of the next month) and the ROE worksheet for Service Canada.
• Only completed or approved shifts are paid, scheduled or in-progress shifts never inflate a run.

Pluto Suite is free to start, every new business gets a 7-day full Pro trial with no credit card required. After that, choose the Free plan or upgrade to Pro for full access.

• Accessing the billing portal or starting a subscription requires the Accountant role or above. Managers cannot access billing.
• To subscribe: go to Settings → Billing → Upgrade to Pro, or tap the upgrade prompt anywhere in the app.
• To manage your subscription (update payment method, view invoices, cancel): go to Settings → Billing → Manage Subscription. This opens the Stripe customer portal.
• Only the Owner can downgrade or cancel the subscription directly from the app.
• If you subscribed by mistake, downgrade within 24 hours for an immediate full refund. Email support@plutosuite.com to request it.
• Cancelling moves your account to the Free plan. Your data is never deleted, receipts, transactions, invoices, and reports stay in your account.

Business Settings is where you configure your business profile and the defaults that apply to invoices, mileage tracking, and integrations, changes here affect the entire business for all team members.

• Business name and logo: go to Settings → Business Settings → Profile. Upload your logo (PNG or JPG, at least 200×200 px) and it appears on all invoices, estimates, and PDF exports.
• Mileage rate: go to Settings → Business Settings → Mileage Rate. Set the per-km rate to match the current CRA rate (73¢/km for 2026). This is used to calculate the dollar value of all business trips.
• Default tax rate: set a default tax rate (e.g. HST 13%) and it pre-fills on every new invoice and bill automatically. Change it per document as needed.
• Invoice defaults: set default payment terms (Net 15, Net 30, etc.), a default note or footer message for all invoices, and whether to include your business number.
• Late fees: configure a late fee percentage and grace period (e.g. 2% after 30 days). Pluto applies the fee automatically once per overdue invoice when the grace period expires.
• Stripe (card payments): connect Stripe at Settings → Accept Payments → Connect Stripe to enable card payment links on invoices. Customers pay directly from the invoice email, no Stripe account needed on their end.
• QuickBooks integration: connect at Settings → Integrations → QuickBooks (Manager+) to export transactions in QuickBooks-compatible format.
• Fiscal year: set your fiscal year start month if it differs from January. This affects report date ranges and the year-end package.

Connect your Shopify store once and Pluto automatically pulls in every order, processing fee, and payout, no manual entry needed for your e-commerce revenue.

1. Go to Manage → Business Settings.
2. Scroll to the Shopify card and click Connect.
3. You're redirected to your Shopify admin. Log in if needed, then click Install app or Approve to grant Pluto access to your store's orders and payouts.
4. You're returned to Pluto. Within a few minutes, recent Shopify orders, fees, and payouts begin appearing as transactions in your books.

• Each Shopify payout is automatically split into three line items: gross sales revenue, Shopify transaction fees (as an expense), and any refunds. This keeps your P&L accurate without manual adjustment.
• Transactions sync when they appear in a Shopify payout, not the moment an order is placed. This matches how money actually lands in your bank account.
• If Shopify syncing stops, reconnect the same way: Manage → Business Settings → Shopify → Reconnect. You may need to re-approve access if the integration token expired.
• Disconnecting stops future syncing but does not remove transactions already recorded in your books.
• GST/HST collected through Shopify is tracked separately and appears in the Tax Liability report.

Two-factor authentication (2FA) adds a second layer of protection to your account, even if someone gets your password, they can't sign in without the code sent to your phone.

1. Go to Settings → Security → Two-Factor Authentication.
2. Enter your mobile phone number and click Send Code. A 6-digit code arrives by SMS within a few seconds.
3. Enter the code in the field provided and click Activate. 2FA is now enabled on your account.
4. Your current browser or device is remembered for 30 days. After that, you'll be asked for a code again at login.

• To disable 2FA, go to the same screen and click Disable. You'll need to confirm your identity with a fresh code first.
• If a code keeps being rejected, request a fresh one by clicking Send a new code and enter it immediately, codes expire in about 10 minutes.
• If you change your phone number, update it in Settings → Security before the old number stops working. If you've already lost access, email support@plutosuite.com for account recovery.
• To sign out of all devices at once (e.g. if your phone or laptop was stolen), go to Settings → Security → Sign Out All Sessions.
• On mobile, you can also enable Biometric Lock (Face ID / Touch ID) at Settings → Security → Biometric Lock. This locks the app on your device even if it's already signed in.

Labels centralises all the building blocks of your expense organisation: expense categories, automatic categorisation rules, trip purpose tags, and saved invoice line items, set them up once and reviews become much faster.

• Categories: go to Settings → Labels → Categories to view, add, rename, or archive expense categories. Categories map to your CRA deduction buckets (e.g. Office, Fuel, Meals & Entertainment, Phone). Keep them consistent for clean reports.
• Category Rules: create a rule at Settings → Labels → Rules (or check "Create Category Rule" when reviewing a receipt). Set the merchant name and the target category, all future receipts and transactions from that merchant auto-categorise on upload. No review step needed for routine purchases.
• Rules use the merchant name as extracted by OCR. If a merchant's name is read inconsistently (e.g. "TIM HORTONS" vs "TIM HORTONS #1234"), create a rule for each variant or correct the merchant name first and re-run OCR.
• Trip Tags: go to Settings → Labels → Trip Tags to create purpose tags (e.g. "Client Visit", "Supply Run", "Job Site"). Apply tags when reviewing trips to filter and group them in the Mileage Log report.
• Saved Invoice Items: go to Settings → Labels → Invoice Items to save frequently-billed services or products with a description and standard rate. These appear in the line item dropdown when creating invoices, saving you from retyping the same descriptions.

The Audit Log is a permanent, tamper-evident record of every create, update, and delete action in your business, who did it, what changed, and exactly when. It's available to Managers and above.

• Go to Settings → Audit Log to open it. The log shows the most recent actions first.
• Use the search bar to filter by keyword, try the user's name, a record type (receipt, invoice, trip), or a field name (category, amount).
• Use the filter button to narrow by date range (e.g. last 7 days, last 30 days) or action type (created, updated, deleted).
• Each row shows: the user who made the change, the action (Created / Updated / Deleted), the affected record type and ID, and the timestamp.
• Click any row to expand it and see the specific fields that changed and their old vs. new values.
• The Audit Log cannot be edited or deleted, not even by the Owner. It is a permanent trail designed for accountability and CRA audit preparedness.

Saved tax rates let you pick HST 13% or GST 5% from a dropdown instead of typing a percentage every time, and they let the Tax Liability report group tax collected and paid by rate and agency.

1. Go to Settings → Tax Rates and click New Tax Rate.
2. Enter a descriptive name (e.g. "HST Ontario 13%", "GST 5%", "QST 9.975%") and the percentage.
3. Set the tax agency (e.g. CRA, Revenu Québec), this groups tax by agency in the Tax Liability report.
4. Choose whether the rate applies to sales (collected on invoices), purchases (paid on bills and receipts), or both.
5. Check Recoverable if you can claim this tax back as an input tax credit (ITC). For most Canadian businesses, GST/HST paid on business purchases is recoverable.
6. Optionally mark one rate as the default, it pre-fills on every new invoice and bill.

• Most Canadian businesses need at least two rates: one for tax collected on sales (e.g. HST 13%, Sales) and one for recoverable tax on purchases (e.g. HST 13%, Purchases, marked Recoverable).
• Removing (archiving) a tax rate hides it from new documents. Past documents already using it keep the rate and continue to appear correctly in reports.
• Quebec businesses need both GST 5% and QST 9.975% saved separately, as they're remitted to different agencies (CRA and Revenu Québec).

If you're switching from another tool like Wave, QuickBooks, FreshBooks, or Zoho, you can import your existing customer and vendor lists from a CSV export without re-entering everything manually.

1. Go to Settings → Import Data.
2. Choose whether you're importing Customers or Vendors from the tabs at the top.
3. Export your contact list from your old tool as a CSV file. Most accounting tools have an export option under their contacts or customers section.
4. Upload the CSV file. Pluto reads your column headers and displays a mapping screen.
5. Map each column from your CSV to the correct Pluto field. Name is the only required field. Email, phone, and address are optional but recommended.
6. Check the preview to confirm the first few rows look correct, then click Import.

• Re-importing the same file is safe, Pluto matches on name and skips anyone already in your list rather than creating duplicates.
• After importing customers, they're immediately available in the dropdown when creating invoices.
• Bank transaction history from your old system is not imported, only contacts (customers and vendors) are supported. For transaction history, use CSV import under Settings → Bank Connections.

Login issues are almost always caused by a typo in the email address, a forgotten password, or a 2FA code arriving late, work through these steps in order.

1. Double-check your email address carefully. Try pasting it instead of typing. A wrong email is the most common cause, the system shows a generic "incorrect credentials" error for both wrong email and wrong password.
2. Try Forgot Password on the login page. Enter the email address you signed up with. Check your spam or junk folder if the reset email doesn't arrive within 2 minutes.
3. If 2FA is enabled and you're not receiving a code, wait 60 seconds, SMS can be delayed. Check that your phone has signal and isn't in Do Not Disturb mode. Request a new code if the first one expires.
4. If you were invited to join a business, you must use the invitation link from the email. Signing up independently creates a separate personal account not connected to the business that invited you.
5. If none of these work, email support@plutosuite.com with the email address you're trying to log into. Include whether you get "incorrect password" or "account not found", different errors point to different causes.

Bank sync connections expire periodically (usually every 90 days) or when you change your banking password, reconnecting takes under a minute and backfills any missed transactions automatically.

1. Go to Settings → Bank Connections. Look for a connection with an error badge, yellow warning icon, or "Expired" status next to it.
2. Click Reconnect on that connection.
3. You're taken to the Plaid secure login screen. Sign in with your current banking credentials. If you recently changed your banking password, use the new one here.
4. After reconnecting, current transactions appear in Transactions and the Review Queue within 1–5 minutes.
5. Transactions from the gap period (while the connection was broken) are backfilled automatically. This typically takes a few minutes but can take up to 24 hours for some banks, check back later if not everything has appeared.

• If reconnecting doesn't fix the issue, disconnect the account entirely and connect it again as a new connection. Go to Settings → Bank Connections → Disconnect, then click Connect Bank to start fresh.
• Some Canadian banks (especially credit unions) have shorter token lifespans and may require reconnection more frequently.
• If your bank isn't listed or consistently fails, try the CSV import option: export a statement from your bank's website and import it at Settings → Bank Connections → Import CSV.

Any team member (Employee or above) can send invoices, if the Send button is greyed out or missing, one of these conditions is blocking it.

1. Missing customer email: the invoice must have a customer with a valid email address attached. Open the invoice, click the customer name, and add or confirm their email. Without a destination email, the send button is disabled.
2. Wrong invoice status: only invoices in Draft or Sent status have an active Send button. A Paid, Voided, or Written-Off invoice cannot be resent. Check the status badge on the invoice.
3. Plan restriction: invoicing requires a Pro plan. If you're on the Free plan after your trial, you'll see a prompt to upgrade. Go to Settings → Billing → Upgrade to Pro.
4. Empty invoice: an invoice with no line items cannot be sent. Add at least one line item with a description and amount.

• After fixing the cause above, click Save first, then try Send again.
• If the button still doesn't respond, try a hard refresh (Cmd+Shift+R on Mac, Ctrl+Shift+R on Windows) and try again.

If you get an error when saving an old receipt, transaction, trip, or invoice, it's almost always because your business has a period lock date set, items dated before the lock are protected from editing to preserve your historical records.

• Look for the lock message in the error, it will reference the lock date (e.g. "This item is dated before December 31, 2024 and cannot be edited").
• Only the business Owner can unlock a period. Ask your Owner to go to Settings → Period Lock and either remove the lock date or extend it past the date of the item you need to edit.
• If you're the Owner, go to Settings → Period Lock → Unlock, make your edit, and then re-lock the period.
• Bank-synced transactions have an additional restriction: they can never be deleted (they re-pull from your bank). If you need to correct a bank transaction's category or amount, edit the fields rather than deleting it.
• Reconciled transactions are also locked to prevent the reconciliation from being invalidated. To edit a reconciled transaction, first undo the reconciliation it belongs to, make the edit, then re-reconcile.

If report totals look too low, the most common cause is unreviewed items, Pluto excludes anything in the Review Queue from all financial totals, dashboards, and reports until you explicitly mark it reviewed.

1. Check the Review Queue badge in the left nav. If there's a number there, that many items are pending.
2. Go to Review and work through the unreviewed items. Marking them reviewed includes them in your totals immediately, no need to regenerate the report.
3. Check the date range on the report. If a transaction or receipt has a date outside the selected range, it won't appear even if it's reviewed. Widen the date range or check the item's date.
4. Confirm the correct account or category is being filtered. A category summary report only shows the selected categories.

• The dashboard total and all report totals update in real time as you review items, there's no need to refresh the page.
• If a bank sync was interrupted (see "Bank account stopped syncing"), some transactions may be missing from your books entirely. Reconnecting will backfill them.

A blank PDF tab is almost always a browser caching issue or a pop-up blocker, it's rarely a problem with the PDF itself.

1. On the blank tab, do a hard refresh: press Cmd+Shift+R on Mac or Ctrl+Shift+R on Windows/Linux. This bypasses the cache and often loads the PDF correctly.
2. If the tab remains blank, close it, go back to the invoice or report, and click PDF again.
3. Check if your browser is blocking pop-ups or new tabs from plutosuite.com. Look for a blocked pop-up notification in your browser's address bar and click Allow.
4. If the problem persists, try opening the invoice in an Incognito / Private browsing window. This rules out a browser extension conflict.
5. Still broken? Sign out and back in, then retry. If it still fails, email support@plutosuite.com with the invoice number and your browser name and version.

• PDF generation works best in Chrome, Safari, Firefox, and Edge. Older or less common browsers may render PDFs incorrectly.

Empty fields after scanning are almost always caused by poor image quality, OCR works best on crisp, well-lit, upright images. Try these steps to get better results.

1. Open the receipt in Pluto and check the image. Look for blurriness, poor lighting, extreme angle, or faded print, any of these will cause OCR to miss fields.
2. If the image quality is poor, delete the receipt and re-upload a cleaner version: take a new photo with your phone camera in good lighting, flattening the receipt against a dark surface.
3. If the image looks clear but fields are still empty, click Re-run OCR to force a fresh scan. This can help if the first OCR attempt hit a timeout.
4. If some fields were filled correctly but others are blank (e.g. amount is there but date is missing), fill in the missing fields manually and click Mark Reviewed. Manual entry for one or two fields is faster than re-scanning.

• Best practices for receipt photos: hold your phone directly above the receipt (not at an angle), use good ambient light and avoid harsh shadows, keep the entire receipt in frame including all four corners.
• Thermal paper receipts (common at gas stations and grocery stores) fade quickly when stored in wallets. Photograph these immediately after receiving them.
• Forwarded email receipts (HTML format from online stores) are sometimes missed by OCR if the email is very complex. Try forwarding the email PDF attachment instead of the full email.

Keyboard shortcuts work in the web app at app.plutosuite.com and let you move through your Review Queue significantly faster than clicking with a mouse.

• The fastest review workflow: open the Review Queue, use ← → to move between items, make any corrections in the panel, and press R to mark reviewed. Repeat. For a full queue of 30 items, this takes about 5 minutes.
• Shortcuts only fire when no text input is focused. If you're typing in a field, R will type the letter "r", press Tab or click outside the field first, then press the shortcut.
• Keyboard shortcuts are only available in the web app, not in the iOS or Android apps.